Sensational Summer Soirees: Tips For Hosting An Outdoor Event

Jun 14, 2016 04:37 PM Back

The warmer temps are perfect for outdoor parties where guests can enjoy the beautiful weather and the pristine scenery, especially here on long island. Here are some red hot suggestions for really cool summer celebrations.

Opt for pole tents if possible: Pole tents, primarily the ones that resemble circus tents are not only festive, but are ideal for outdoor gatherings because of their peaked roofline. They are fun and practical and look good from both the inside and out. Plus they offer both breathability and cover in the hot summer sun and for times when it gets “cooler” at night.
Don’t forget extra accommodations and extra help: For 200 or so guests consider adding between 30 – 50 additional personnel members. You’ll also need to consider additional restroom facilities as well as renting some storage “space” for staff and guests to keep their stuff.
Keep in mind the needs of band members and vendors: Consider a separate tent, perhaps a frame tent where band members, staff and vendors eat, unwind and relax.
Plan for mass parking: Outdoor weddings at eclectic (often private) outdoor venues may not always accommodate parking for all your friends, family and staff members. So, when you are planning, don't ’forget to plan for a place for them to park. Perhaps even look into a nearby park and ride and hire a bus or trolley to shuttle your guests to and from your outdoor venue.
Weather Considerations: From keeping your seasonal blooms out of direct sunlight for as long as possible (flower arrangements should not be out in the sun for more than an hour before guests arrive) to making sure seating cars are properly secured and weighted down in case of a strong summer breeze, you’ll want to cover all your bases when it comes to weather considerations. It’s also best to have a plan B in place…just in case .
Arrange for adequate lighting: Light up the night with added lighting to give the great outdoors that extra WOW factor and light the way and the path for your guests.
Refresh your guests: Keep the ceremony short and sweet and in a shaded area it’s nouveau etiquette non-alcoholic refreshments (such as lemon water) for your guests during the ceremony and cocktail hour (and beyond).
Give your guests the option of resting their weary feet: Keep a basket of flip flops “beachside” for guests who want to kick off their shoes and take a load off.
Make your meal seasonably chic: Make sure your work with the on staff chef to create a menu that is seasonally appropriate. Think local, farm fresh produce, fish, etc. and serve up creations that are befitting of the season, such as refreshing salads and clam bakes for fun yet fabulous summer fare. Also make sure desserts are creative and seasonally appropriate. Think ice cream truck in lieu of plated ice cream or gelato….and mini ice pops for late night soirees.
Keep it clean: Hire a clean-up crew to make sure garbage cans are emptied and the beer bottles, etc. are properly discarded. It’s also important to clean up outdoor invaders. Make sure you have the property properly sprayed to keep some of your outdoor “friends” like mosquitos and other bugs at bay.
Make sure to check off ALL the items on your “MUST HAVE” list: Here are some essential for outdoor summer fetes: